SaroxaiCheck-in vs check-out reports: what's the difference?
The two reports sound similar and often get confused, but they do very different jobs. The check-in sets the agreed condition of a property at the start of a tenancy; the check-out measures what's changed by the end. Get both right and deposit disputes become simple to resolve. Here's exactly how they differ and what each should contain.
What's in this guide
First, the baseline: inventory & schedule of condition
Before either check can happen, there needs to be a record of what the property is like to begin with. That's the inventory (the list of contents) and the schedule of condition (the state of each room, fixture and item). This document, backed by dated photos, is the reference point everything else is measured against.
What a check-in report is
The check-in happens at the start of the tenancy, on or around the day the tenant collects the keys. It confirms the property's condition with the incoming tenant and records the practical hand-over details. A good check-in captures:
- The agreed condition of every room, item and fixture, with clear photographs.
- Meter readings for gas, electricity and water on the day.
- Smoke and carbon monoxide alarm checks.
- The number of keys and fobs handed over.
- The tenant's signature confirming they agree with the recorded condition.
That signature is the point of the whole exercise: it turns your record into an agreed baseline that both sides have accepted.
What a check-out report is
The check-out happens at the end of the tenancy, once the tenant has moved out. Its job is to compare the property against the original inventory and check-in and flag anything that has changed. A good check-out records:
- The current condition of each room and item, photographed from comparable angles to the check-in.
- Any damage or changes, clearly distinguished from fair wear and tear.
- Closing meter readings and confirmation the keys have been returned.
- Notes on cleanliness and anything left behind.
The critical idea is comparison. A check-out on its own means little — its value comes from being read side by side with the check-in.
The difference at a glance
| Check-in | Check-out | |
|---|---|---|
| When | Start of tenancy | End of tenancy |
| Purpose | Set the agreed baseline condition | Measure changes against that baseline |
| Tenant present | Usually, to review and sign | Optional; after they've moved out |
| Meter readings | Opening readings | Closing readings |
| Key question | "What condition is it in now?" | "What's changed since check-in?" |
Why both matter for deposits
In England and Wales a tenant's deposit is held in a government-approved tenancy deposit scheme, and any dispute at the end is decided by the scheme's adjudicator on the evidence provided. That's where these reports earn their keep:
- The signed check-in proves the condition both parties agreed to at the start.
- The check-out, with comparable photos, shows what's different.
- Together they let the adjudicator separate genuine damage from fair wear and tear — the single most common sticking point in deposit claims.
Skip the check-in and you have nothing to compare against, which makes deductions very hard to justify. That's why the two reports are best thought of as a pair, not a choice.
Check-in, check-out and everything in between.
Saroxai Clerk creates inventory, check-in and check-out reports with photos, meter readings and e-signatures — your data in your own iCloud, from £15/month with a 14-day free trial.